Organize the notes you have written so they present information the readers need, when they need it. The procedure that follows will seem time consuming because you must concentrate and proceed slowly as you learn it. However, when you become adept at following these steps through practice, you will perform them quickly and easily. Like the other best practices in this course, they will become second nature to you. Organize the Level 1 points first. Organize the Level 1 point key terms explaining the central idea according to what the reader needs to be able to understand the central idea. Don't work with the Level 2 points until you have finished organizing the Level 1 points. Don't write sentences yet. If you have two or more central ideas, decide which central idea the reader needs first and put it first in the document. Then organize the Level 1 points for that central idea. After you finish organizing the Level 1 points for the first central idea, organize the Level 1 points for the other central ideas. Organize the Level 2 points next. Then organize the Level 2 points listed under the Level 1 points until you have organized all Level 2 points for a central idea. That way, you will see the organization of the entire document at a Level 2 depth before going into deeper levels. It is as though you were viewing a summary of the document so you can evaluate whether the information is sufficient, necessary, and organized. You will also be able to see whether you have written some Level 2 points twice. That will be a signal to rethink the Level 1 points. You may decide you should combine two Level 1 points because you're repeating Level 2 points in them. Organize the remaining points at all other levels.
Then go on to the Level 3 points in the same way. Focus on the Level 3 points throughout the explanation of the central idea before going on to Level 4 points. Continue this process until you have finished all the points whose key terms you have listed.
For instructions and procedures, organize the key terms so readers have what they need at the precise point at which they need it.
For instructions and procedures, organize the key terms so all the information readers need to make a decision or perform an action is at the point at which the reader makes the decision or performs the action. Don't explain information at one point and expect the reader to remember it and use it to make a decision at a later point.
Don't refer the reader to another place in the document to read information necessary for deciding or acting at the current place.
End by reviewing the organization from the first page to the last.
Finally, read the key terms from beginning to end to see whether this organization of the document will help the reader follow the thoughts and understand the points well enough to achieve your objectives.
Explanations of these orders follow.
Order based on the reader's request
Your e‑mail address: Your name:
Explanations of these orders follow. Order based on the reader's requestWhen you write an e‑mail, memo, letter, or report in response to a reader's request, present your responses in the order the reader used in the request. That shows the reader you are attentive to his or her needs and helps keep you on track. Use this organization when responding to a request:
Your e‑mail address: